Getting Started
Once your account has been activated you will be sent an email with your login details. The email will include a link to the web address of your account. This is typically of the format https://xxxx.clubmin.net where xxxx is a shortened version of or an acronym of your club's name.
Please login with your email address and the supplied password. You can change the password once you have logged in.
First Steps
When you start using your SCM account there are a few settings which we recommend you complete before using the full package. This should only take a few minutes.
If you click the 'Home' link in the top blue bar you will be taken to the 'dashboard' page.
At the top of the 'Dashboard' page you will see a red box with links to some Settings that we recommend you complete asap.
You can get to the full list of Settings by clicking the 'Settings' link in the drop down that appears when you click the name of your club on the right hand end of the top blue bar (on smaller screens the club name is replaced by the word 'Settings').
Finding your way around - Top and Secondary Menus
The Top Level menu is in the blue bar at the top. Depending on which package you have you will see some or all of the following top level menu items:
Home - Contacts - Comms - Events - Boats - Shop - Sales - Website - Recent
To the right of these you will see:
Search box - Website - Club name
Under some Top Level menus you will Secondary Menus which give you access to each of the main modules. If there is no Secondary Level then clicking the Top Level menu item will take you to the specific named section.
The Main Modules
CONTACTS
1) Contacts
Contacts is your club's CRM (click here if you are not sure what CRM means). This is where you keep up to date details of everyone who has a relationship with the club, including current members, past members, potential new members, people who visit the club for open events, service providers and anyone else whose contact information you need easy access to.
2) Membership
This is where you can view and manage all memberships. You can apply filters to select a set of memberships and perform actions on these selections. Memberships can also be reached from individual Contacts. A membership can have one or more Contacts associated with it.
3) Qualifications
You can record details of qualifications achieved by or awarded to each Contact. These may be qualifications awarded by your club or at another organisation. The Qualifications module gives you an overview of all qualifications and shows when there qualifications approaching and expiry date so you can plan a refresher course.
4) Trophy Tracker
The trophy Tracker module helps you keep track of what trophies the club has, who they have been awarded to and where they are at any
You can record the name, description, origin and value of each trophy.
You can record who it was awarded to, for what and where it is being kept.
If the person who was awarded the trophy was allowed to take it home you can track when they are due to return to and if they have.
The virtual trophy cabinet provides a visual record of all the clubs trophies.
The Awards database becomes a full history of every time a trophy has been awarded.
COMMS
1) Enquiries
This can be used to record details of enquires received by web, email and phone. Enquires received via the Contact form of the website will automatically appear here. Other enquiries can be added manually. You can assign enquiries to particular admin users if appropriate.
2) Mailings
The mailings module is used to send html style mailings to one or more lists of Contacts. You can create different templates for different types of mailings. When you send a mailing the opens and link clicks are recorded so you can gauge the effectiveness of each mailing. Non-deliveries are also reported so you can check to see if you have the correct email addresses for your Contacts.
3) SMS
The SMS module is used to send SMS messages to lists of Contacts. There is an additional cost for sending SMS messages. You can purchase SMS bundles from £50 + VAT per 1000 messages.
EVENTS
1) Calendar
This where all the events run by the club are set up. By default, the page opens in the Agenda view which means you see the events in a list view starting with the next one to occur. You can look backwards by clicking on Month (which will show the events as in a calendar) and then clicking the back arrows on the RHS above the calendar. Alternatively, you can when using the Agenda view click on Filter by: Date and then select a time period in the past.
2) Duty Roster
Volunteering is key to the success of every club. Use the Duty Roster to coordinate your requirements for each event or day and invite members to volunteer to help out. You can also allocate specific duties, restrict duty types based on skill and experience levels and send multiple automated reminders. Individuals can request swaps with other volunteers if they are unable to attend on a particular date.
After an event you can record who actually turned up and add notes to help you schedule the requirements for future events.
3) Bookables
You can make any Calendar Event bookable. Each bookable event can have one or more ticket types and you can set different requirements for each. Events can be booked via at the Club website with payments taken online or you can enter bookings directly from tel call or printed forms and send invoices as receipts or to request payment.
4) Resources
If you have club resources, such as boats, rooms or equipment, that are available for hire, then you can use the Resources module to manage these. You can set up Groups of Resources and set the time slots and pricing for each.
5) Crew Finder
You can enable the Crew Finder for general availability and crew requirements and for individual events. This section provides you with an overview of Crew Finder postings.
BOATS
1) Boats
This where you keep the details of all Boats that are owned by the Club or Members of the club or used for activities at the Club. Each Boat can be linked to one or more Contacts and each Contact can be linked to one or more Boats. If there is more than one Contact with a current association then one is marked as the 'primary' Contact for billing.
The are 3 additional sub-menus to the Boats section:
a) Design Library
SCM maintains a library of popular classes and designs with dimensions, ratings and the information. You can use this library to quickly pollute information when adding a Boat.
b) Classes & Designs
You can select from the main Design Library the most popular classes and designs sailed at your club. These are then presented as a drop down short list when adding a Boat.
c) Fleets
You can define as many fleets as you like for grouping boats of a particular design or rating range.
2) Berths / Spaces
A berth or space is any location that a Boat can be stored that is owned or managed by the Club. This could be hard standing, racks, swinging moorings, trots, pontoons, marina berths etc. You can define each berth / space and add one or more charging rates for each. Each Berth / Space should be part of a Group. A Group can be a row in the boat park (or the whole boat park) or a row of moorings or similar.
3) Berth Allocations
Each Berth / Space can be allocated to a Boat for a period of time. This section lets you view and manage the Allocations.
4) Results
The SCM Results module lets you record results for races and series and calculate results according to the most recent ISAF racing rules of sailing appendix A with some common club requested variations.
SHOP
The Shop module is for selling merchandise and other products such as clothing, ties, burgees etc.
1) Products
This is where you add and update the products that are for sale in the Shop. Products can have multiple variations such as size and colour and each variation can have its own price. Each product should have a description and at least one image.
2 Orders
This is where you can view and manage orders received via the website. You can also add orders received by phone or post.
SALES
The Sales module is where you manage the Invoicing and Payments for all chargeable items, which includes Membership, Berthing, Bookable events, Resources, Shop and Additional Fees.
1) Invoices
Invoices can be created from several sections but they will all appear here. You can filter by status, date, typically and nominal codes. You can also perform bulk actions such as sending the invoices by email, marking as draft or sent and various other options.
The are 5 additional sub-menus to the Invoices section:
a) Un-Invoiced Items
Here you can view all the items that have not yet been Invoiced. You can create individual Invoices for any of the items.
b) Batch create
Here you can batch create Invoices for some of all of the un-invoiced items. They are aggregated by Contact by default. You can apply filter to select only items of a particular type and/or for a particular date range and/or for a set of Contacts by name. When creating Invoices in a batch, they will be created as draft Invoices and can then be emailed to Contacts as a batch process.
c) Debtors
This section displays an aged debtor report so you can easily see who to chase when Invoices are overdue.
d) Projections
This shows a forecast of income by month from all outstanding payment and instalment plans.
2) Banking
This is where you track money received via Payment Gateways, bank transfers, cheques and cash. You should add an Account for each of the payment gateways as well as one for each of the bank accounts your organisation receives money into.
3) Reports
This section provides financial reports showing amounts invoiced by month or a selected date range. If you have setup Nominal codes you can also select more detailed reports by category and compare with previous periods.
4) Additional Fees
This optional module is useful for adding other fees that you may need to charge from time to time e.g. for licences or ad hoc services.
Last updated 15:06 on 9 February 2024
